Apprentice Medical Administrator Quedgeley Medical Centre

Receive, assist and direct patients in accessing the appropriate service or healthcare professional in an, efficient way. Assist the practice and project a positive and friendly image to patients and visitors, in person or on the telephone. Undertake a variety of reception and admin. duties to assist in the smooth running of the practice.

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Closing date: 09 Oct 2017

Apprenticeship summary

  • Weekly wage


  • Working week

    37 hours

    Total hours per week: 37.00

  • Apprenticeship duration

    12 months

  • Possible start date

    01 Nov 2017

  • Date posted

    13 Sep 2017

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available


  • Reception Tasks
  • Prompt response to all telephone calls in a polite and helpful manner.
  • Politely and professionally deal with all patient enquiries face to face when they present at the Practice.
  • Arrange appointments for patients, both in person and over the telephone.
  • Prepare doctors and nurses rooms where appropriate including setting up of locum staff to use their rooms with relevant computer access and equipment.
  • Promptly and accurate filing/retrieval of medical records and related enclosures (consultant letters etc).
  • Continuous maintenance of patients records utilising both manual and computerised records.
  • Assist with the accurate registration of new and temporary patients.
  • Assist with prescriptions and practice repeat prescription system.
  • Assist with the booking hospital/clinic transport and other patient services as directed.
  • Prepare and return of patient medical records, including printing computerised notes.
  • Take receipt of medical records and associated processing.

On a daily basis using the ‘Scanning system’ carry out the following:

  • Scan onto the clinical computer system relevant correspondence, including daily “out of hours” fax transmissions.
  • Return correspondence of patients not registered to the appropriate external agency.
  • Carry out the instructions of the GPs from the Workflow ensuring patients are contacted and given clear information.
  • In the absence of or at the request of the Team Leader the opening up of mail, stamping and correct distribution.Ensuring “sample” forms are ready for clinics (blood forms etc if not already raised by GPs/PNs) and acceptance of samples from patients.
  • When requested check patient clinical records to ensure relevant information present, including clinical and sample results and add, according to published procedures, missing information when appropriate.
  • Take clear and precise messages both over the telephone and in person including details of caller and contact number. Ensure the message is passed promptly to the intended recipient or in their absence an appropriate member of staff.
  • Clearly understand the Practice In House Complaints procedure and be able to advise patients of this
  • To be aware of the whereabouts of the ‘duty doctor’ when they are on duty
  • Daily scrutiny of Day Book messages and memo folder and taking action as appropriate
  • Maintaining an up to date knowledge of and compliance with all reception working procedures

General Tasks

  • Carry out general medical administration tasks following instruction from the Team Leader or equivalent.
  • Liaison with external agencies as required (hospitals, transports agencies, pathology laboratory, chemists etc)
  • Assisting with the Flu Clinics, including preparation of invitation letters and working alongside the Practice Team updating patient’s clinical records.
  • Provide general assistance to clinical staff and promptly act upon any instructions from the doctors.
  • Ensuring adequate supplies of Patients Information Leaflets are available and printed as necessary.
  • Ensuring all relevant forms and New Patient Registration Packs are available for use at all times.
  • Keep the waiting areas tidy and hazard free (sorting magazines and toys).
  • Keep the reception areas, in particular the reception counter, tidy at all times, including ensuring that any notices are up to date; information leaflets and forms are stocked and available for use.
  • Participation in relevant training and development and attend Protected Learning Time events including any external events as relevant.
  • In conjunction with the Primary Care Team offer Automatic External Defibrillation and Basic Life Support (following completion of training) to patients in the event of an emergency in practice. 
  • The opening up of the premises and disarming the alarm if first to arrive in the morning.
  • Ensuring the premises are secure, including locking up not in use consulting rooms and other areas and closure of the Practice
  • Assisting Patients and Visitors with the car parking barriers via the internal intercom system.
  • Ensuring the switching over of the telephone system first thing in the morning and prior to closure of the premises and reporting any problem with this promptly.

The post holder will be required to maintain complete confidentiality in relation to all patients, staff and the Practice’s business.  Including keeping the shared reception area free of patient identifiable information when the Practice is closed/reception area is unmanned. See further section on confidentiality.

Making refreshments as requested and keeping kitchen areas clean and tidy.

Other appropriate duties as directed by the Partners, Practice Manager or their representatives.


  • Provide general assistance to clinical staff and promptly act upon any instructions from the doctors
  • To monitor personal development to ensure a first class service to the practice and patients.
  • This job description is not exhaustive and may be adjusted periodically after review and consultation.
  • You will also be expected to carry out any reasonable duties which may be requested from time-to-time.

Participation in relevant training and development and attend Protected Learning Time events including any external events as relevant. Note these may be outside your normal working hours, you will be expected to arrange attendance and receive TOIL for this.

The post holder will adhere to all Laws, regulations and other regulatory guidance as well as the Practice’s policies and procedures (including Financial, Personnel and Health and Safety) in place.


Requirements and prospects

Desired skills

  • IT literate
  • Communication skills including excellent spoken and written English
  • Customer focussed
  • Team working skills to achieve outcomes with colleagues
  • Good attention to detail

Personal qualities

  • Interpersonal skills – ability to successfully build rapport with customers and colleagues
  • Flexibility - willing to take every opportunity to develop skills and knowledge
  • Problem Solving/creativity – quick thinking  to resolve challenges

Qualifications required

GCSE Grade A-C in Maths and English. Plus 3 additional GCSE’s at A-C or equivalent.  

A Levels/NVQ Level 2 (or equivalent)


Future prospects

Possibility of full-time employment on successful completion of Apprenticeship.

Things to consider

Apprentices registered in Gloucestershire can apply online for an Oyster card type/Pass to get free travel on buses in the County.

About the employer

Local medical practice


Quedgeley Medical Centre


Space Park

Olympus Park



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Training provider

Our expert Trainers & Assessors provide individually tailored training to the learner on a 1-to-1 basis, keeping individuals engaged & motivated. This includes workplace visits, workshops at our fantastic facilities in Gloucester City Centre & e-learning through our online portal.

The Apprentice will work towards a Level 2 Intermediate Apprenticeship for Business and Administration Professionals. The qualifications consist of:

  • Intermediate Apprenticeship in Business and Administration
  • Level 2 Diploma in Business and Administration
  • Level 1 Functional Skills English, Maths & ICT (if applicable)
  • Employment Rights & Responsibilities
  • Personal Learning & Thinking Skills

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by Adult Education in Gloucestershire


Dan Boon

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Closing date: 09 Oct 2017